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Creating an Experience

Creating an experience in EquipDash is done through a three-step wizard. You will set up the basic details, configure pricing, and then fill in additional settings like duration, location, and availability management.

Before You Start​

Before creating your first experience, you may want to:

  • Set up rate categories if you plan to charge different prices for adults, children, seniors, etc. See Rate Categories.
  • Set up seasons if you want to offer seasonal pricing. See Seasonal Pricing.
  • Create experience categories to keep things organized. See Experience Categories.
  • Add staff members if you want to assign guides. See Adding Staff.

Opening the Experience Wizard​

  1. Click Experiences in the sidebar, then select Experiences.
  2. Click the Add Experience button in the top-right corner of the page.

The Experiences page with the Add Experience button highlighted

The experience wizard will open as a slide-out panel on the right with three steps.

Step 1: Experience Details​

In the first step, you provide the core details about your experience.

Step 1 of the experience wizard — Experience Details — showing fields for Name, Images, Unique Code, and Category

  1. Enter a Name for the experience (e.g. "Sunset Kayak Tour"). This is what customers will see.
  2. (Optional) Upload up to 5 images. Click an image thumbnail to set it as the default image that shows first.
  3. (Optional) Enter a Unique Code — a short internal reference like "SKT-01". This must be unique across all your experiences.
  4. (Optional) Add one or more Categories by typing in the search box and choosing from the dropdown — each appears as a removable pill, and an experience can sit in several categories at once. If you have not created categories yet, you can skip this and add them later.
  5. Click Next to continue to Step 2.

Step 2: Experience Pricing​

In the second step, you configure how the experience is priced.

Step 2 of the experience wizard — Experience Pricing — showing Applies (Year Round or Seasonal), Pricing Structure (By Participant or By Group), and rate category selection

Let Dash suggest prices for you​

At the top of Step 2 you'll see a Suggest prices button. Click it and Dash AI will research competitor pricing for similar experiences in your area, then suggest competitive rates — including whether to charge By Participant or By Group, and proposing extra rate categories (e.g. Senior, Student) if competitors use them.

Click Apply to form to drop the suggested values into the pricing fields. Dash auto-switches the Applies and Pricing Structure toggles to match its recommendation.

See the full guide: Suggest Prices with Dash AI.

Applies​

Choose when your pricing applies:

  • Year Round — One set of prices applies all year.
  • Seasonal — Different prices for different seasons (requires seasons to be configured in Settings). See Seasonal Pricing.

Pricing Structure​

Choose how you charge:

  • By Participant — Each person pays individually. You select which rate categories to use (e.g. Adult, Child) and set a price for each. See Rate Categories.
  • By Group — A single flat price covers the whole group, up to a maximum number of participants.

Entering Prices​

Depending on your selections above, you will see different pricing fields:

  • Year Round + By Participant — Select one or more rate categories using the checkboxes, then enter a price for each.
  • Year Round + By Group — Enter the group price and the maximum number of participants included.
  • Seasonal + By Participant — Select the seasons and rate categories, then enter prices for each combination.
  • Seasonal + By Group — Select the seasons, then enter a group price and max participants for each.

Once you have entered your pricing, click Next to continue to Step 3.

Step 3: Additional Information​

The final step covers descriptions, capacity, availability, duration, and other settings.

Step 3 of the experience wizard, Additional Information, with Seats per session highlighted

  1. (Optional) Enter a Brief Description — a short summary (up to 100 words) shown in listings. You can use the AI Generate button to have EquipDash draft one for you.

  2. (Optional) Enter a Full Description using the rich text editor. This appears on the experience detail page in the booking widget. An AI Generate button is also available here.

  3. Answer Private or shared?

    • Shared - separate groups can book the same time slot. The session stops selling when its seats or group limit are reached.
    • Private - the first booking takes the whole time slot, even if the group is smaller than the maximum. On a per-participant price each participant is still charged, so this suits a party, a school group or a team day.

    Private or shared? answered Private on a per-participant experience

    You can change it later on the experience's Details tab.

  4. (Optional) Set the capacity. Which fields you see depends on how you charge:

    • Seats per session - how many people one session can take, 1 or more. Leave it blank for no limit. You can change it for a single session later under Availability.
    • Max groups per slot - on a group price, how many separate groups one time slot can take. For example, the number of separate groups you can run at once.
    • Answering Private on a group price hides the seat field. The only number left is Max groups per slot, because one booking takes the whole slot.
    • Packages ask Max people per group and Groups per day instead. See Tour Packages.

  5. (Optional) Set the Experience Duration — how long the experience takes (e.g. 2 Hours, 90 Minutes). Decimals work too — enter 3.5 Hours for a three-and-a-half-hour session. Customers always see it in the friendliest form: 90 Minutes displays as "1.5 hours".

  6. (Optional) Enable Minimum Booking Notice and set how far in advance customers must book (e.g. 24 Hours, 2 Days).

  7. (Optional) Set Require Participant Details — Shop default follows your shop-wide setting in Settings → Experiences, On always asks for each participant's details, Off never does. Experiences priced per participant start On.

  8. (Optional) Set a Location. You can do this two ways using the toggle:

    • Type a location — enter a free-text meeting point or address (e.g. "Main entrance, Gate 3").
    • Pick a saved venue — choose one of your saved locations from the dropdown. The venue's name then shows wherever the location appears — the booking widget, tickets, and manifests — so it stays consistent everywhere customers and staff see it. Manage your saved venues under Settings → Locations.

    Location field with the type-or-pick-a-venue toggle on the experience form

  9. (Optional, per-participant pricing) Under Advanced settings, set Minimum number per booking - the smallest group a customer can book online, for example 10 for a party. The booking page starts at this number and won't go below it, and the experience page tells customers the minimum. At the POS your team sees a warning and can still book a smaller group. Leave it blank for no minimum.

    Minimum number per booking under Advanced settings

  10. Click Add Experience to create the experience, or click Save Draft at the top of the panel to save it without making it visible to customers.

Selling the same experience more than one way?

Create it once, then add a shared, semi-private or private option on the Pricing tab. See Booking Options.

After Creating the Experience​

Once your experience is created, you are taken back to the Experiences page. From there you can:

  • Click into the experience to view its detail page, where you can add availability sessions, view bookings, and edit details.
  • Set up availability with a repeating schedule or single sessions. See Setting Up Availability.
  • Assign guides to individual sessions. See Assigning Guides.

Your very first experience is different: it opens straight on its Availability tab, with a pointer on Manage schedule and Add session, because customers cannot book it until it has times. Press Got it to dismiss the pointer. It only shows once.

The Availability tab of a new experience with the "When does it run?" pointer on the Manage schedule and Add session buttons.

tip

You can save an experience as a Draft if you are not ready to make it available yet. Draft experiences are not visible in the booking widget. You can change the status to Active later from the experience detail page.